Fiscal Year End – Upcoming Deadlines and Reminders
June 20, 2025
Reminders for the week:
- Informational Circular 25-A-009 is available on the Department of Administration's website at: FY 2025 | Informational Messages and Circulars | Kansas Department of Administration
- Run queries and clean up outstanding transactions. Refer to the Month End Checklists for suggested queries to identify outstanding transactions: Month End Checklist | smartweb.ks.gov
- Agencies are to review and release encumbrances for Purchase Orders, Travel Authorizations, and GL Encumbrances that are more than 3 years old or submit a GL_017A Open Encumbrance Extension Request to the agency budget analyst within the Division of Budget for consideration.
- Off-Cycle C Payroll for Pay Period End 6/7/2025 has been cancelled.
- The upcoming deadlines and reminders from the Day-by-Day Summary for the next week:
|
Day of Week |
Date |
Task – Relevant Information including Deadlines |
|
Friday |
6/20/25 |
Payroll on-cycle and off-cycle 'A' pay date.
PCard voucher build process runs.
Agencies should reconcile PCard transactions.
5:00 PM – FY 2025 GL Encumbrance Request forms for all encumbrances equal to or less than $5,000 using SGF or any amount using all other funds must be sent to the Central Responsibilities Team. The form should be attached to a Kansas Service Desk ticket |
|
Saturday |
6/21/25 |
SMART open to all users, 6:00 AM – 6:00 PM.
|
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Sunday |
6/22/25 |
SMART open to all users, 1:00 PM.
7:00 PM – PCard transactions must be verified and approved to be eligible for PCard voucher build on Monday June 23, 2025.
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Monday |
6/23/25 |
Payroll off-cycle 'B' pay date.
PCard voucher build process runs.
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Tuesday |
6/24/25 |
PCard voucher build process runs.
Agencies should reconcile PCard transactions. 7:00 PM – FY 2025 Interface files (excluding AR files) must be loaded. 7:00 PM - FY 2025 CIP Completions for Assets in SMART must be started and worked through the interunit transfer step of the process to allow for Book In-Service Date updates to be completed by agency on 6/25/2025. 7:00 PM – Final INF02 Inbound Voucher for FY 2025 business must be loaded. 7:00 PM – Final INF06 Inbound GL Journal for FY 2025 business must be loaded.
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Wednesday |
6/25/25 |
*** Last day for agency processing in SMART ***
Daily batch processing, paycycle, and nightly batch processing will run. Kansas Service Desk and SMART Team will be available.
8:00 AM – The final PCard voucher build will run. This will be the last voucher build to include FY 2025 funds for PCard transactions. Any FY 2025 Pcard transactions not processed for payment at this point must have a PO encumbrance with a valid budget status that has been dispatched.
1:00 PM – Final INF50 Voucher spreadsheets must be uploaded.
2:00 PM – Due to the reciprocal nature of interfunds, all initiating (I) interfunds must be created to allow the receiving (R) agency time to complete the interfund by 7:00 PM.
3:00 PM – Final GL Journal spreadsheet must be uploaded.
4:00 PM – Last hourly batch processing will run. Any transaction needing budget checked thereafter must have the budget check process run manually.
7:00 PM – GL Journals must be successfully edited, budget checked, agency approved and submitted into workflow for central approval.
7:00 PM – To encumber monies for FY 2025, REQs for amounts equal to or less than $5,000 using SGF and any amount using all other funds must be sourced to POs and the POs must have a valid budget status and be dispatched
7:00 PM – All negative PO lines must be canceled or closed.
7:00 PM – For PCard vouchers to complete for FY 2025, they must be successfully edited, budget checked, and approved.
7:00 PM – AP transactions must be successfully edited, matched, budget checked, and agency approved to be postable or posted.
7:00 PM – TAs for amounts equal to or less than $5,000 using SGF and TAs for any amount using all other funds, must be entered, agency approved, and in valid budget status.
7:00 PM – Expense Reports must be agency approved and in valid budget status.
7:00 PM – Interfund transactions - Both AR/AP must be successfully edited, matched, and agency approved.
7:00 PM – AR entries for negative cash balances for federal funds must be complete.
7:00 PM – AR online transactions must be entered, and agency approved. All deposits received through June 24, 2025, that require deposit adjustments, such as those deposits into clearing funds for credit card receipts, must have deposit adjustments entered and agency approved.
7:00 PM – AM transactions must be entered. All capital assets, including CIP, must be entered. Any adjustments, transfers, and retirements must be complete. All outstanding Interface IDs must be loaded.
7:00 PM – BI transactions must be agency approved and invoiced or written off.
7:00 PM – Nightly batch processing will run.
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Thursday |
6/26/25 |
*** SMART closed to agency users ***
INF43 Excel Deposit Upload, INF44 Inbound Deposit, or Temporary Deposit forms may be used for AR deposits.
Agencies will be notified if the Division of the Budget denies a GL Encumbrance
8:00 AM – 5:00 PM – Agencies should have accounting staff available for questions.
8:00 AM – Credit card receipts load into SMART.
1:00 PM – Paycycles will run. 2:00 PM – STO will approve and release INF43 and INF44 deposits. 7:00 PM – Nightly batch processing will run.
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Friday |
6/27/25 |
*** SMART closed to agency users ***
INF43 Excel Deposit Upload, INF44 Inbound Deposit, or Temporary Deposit forms may be used for AR deposits.
8:00 AM – 5:00 PM – Agencies should have accounting staff available for questions.
8:00 AM – Credit card receipts load into SMART.
12:30 PM - DA-6 and DA-7 forms submitted after this time will NOT be processed for FY 2025 but will be held, as per normal processing guidelines, until 7/1 and processed as FY 2026 business.
2:00 PM – STO will approve and release INF43 and INF44 deposits.
7:00 PM – Nightly batch processing will run.
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Saturday |
6/28/25 |
*** SMART closed to agency users ***
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Sunday |
6/29/25 |
*** SMART closed to agency users ***
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Monday |
6/30/25 |
*** SMART closed to agency users *** 10:00 AM – Final INF43 Excel Deposit Upload or INF44 Inbound Deposit must be uploaded (agencies will notify STO if they do INF43 or INF44). Temporary Deposit forms must be submitted to STO. Budget Journals for re-appropriations, lapses, transfers, and appropriations will be posted in SMART.
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The SMART Team
